MEETINGS SERVICES ASSISTANT

Organizational Context

This position is within the Security Council Subsidiary Organs Branch (SCSOB) of the Security Council Affairs Division (SCAD), Department of Political and Peacebuilding Affairs, United Nations, New York. SCSOB supports subsidiary bodies of the Security Council, including sanctions committees and expert panels overseeing sanctions regimes. The role reports to a Political Affairs Officer and supports the Analytical Support and Sanctions Monitoring Team.

Job Purpose

The Meetings Services Assistant is responsible for preparing and organizing official documentation in six languages for distribution, and for disseminating information on changes to the daily program of Security Council committees and meetings. The role ensures procedural notes are distributed, assists in preparing agenda items, participant lists, and daily meeting materials. It involves undertaking research, providing reference materials for briefs and statements, maintaining speaker and attendance records, and ensuring reports meet UN document standards. The position also handles floor plan arrangements, prepares meeting statistics, coordinates logistics for meetings away from Headquarters, drafts correspondence, and manages video/teleconference activities. Additionally, the assistant maintains filing systems, responds to queries, and may provide guidance to junior staff.

Responsibilities

Key duties include preparing and organizing official documentation in six languages for distribution and informing relevant parties of daily program changes for Security Council committees and meetings. The role ensures the distribution of procedural notes, assists in preparing agenda items, participant lists, and daily meeting materials. Responsibilities also encompass undertaking research and providing reference materials for briefs and statements, maintaining accurate records of speakers and attendance, and coordinating with relevant parties on speaker lists. The assistant ensures reports meet UN document standards, coordinates with the documents control office, and prepares floor plans for seating arrangements. Furthermore, the role involves preparing monthly meeting statistics, coordinating logistics and cost estimates for meetings held away from Headquarters, drafting routine correspondence, and arranging/coordinating video and teleconference activities. Maintaining filing systems, responding to queries, and potentially replacing senior staff for room reservations and daily program distribution are also included. Providing guidance to temporary and junior staff and performing other duties as required are part of the role.

Work Experience

A minimum of five years of progressively responsible work experience in conference support is required, preferably within the UN system or a similar international organization. Experience in meetings programming, servicing, and statistical reporting is desirable, as is experience with the UN Security Council or related international bodies.

Skills

Professionalism, Teamwork, Planning & Organizing, ability to research and summarize information, knowledge of conference policies and procedures, and efficient time management.

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